changes will save the day

Changes will save the day

Changes will save the dayChanges in FY-16

First of all I like to welcome all of you to out 3rd EMS Seminar.My special thanks to the team of KDUK, who facilitates this year event.Also a special welcome to our new EMS colleagues from Sweden, Russia and South Africa.

This years theme is Environment and CSR.

As second theme I like to add is Changes!

14/08/2013Presentation title1

Changing is difficult14/08/2013ISO-14001:2015 and HLS2

Changing is difficult.People do not like to be taken out of their comfort zone.At the other side all of you have been or will be taken out of their comfort zone as the EMS task is not your regular job, but the job itself conceals a great risk for the entire KDE Group.14/08/2013Presentation title2

EMS major changes over the past years14/08/2013ISO-14001:2015 and HLS3Start of ISO-14001 in 2007

Introduction of SharePoint in 2011Digitalization of EMS documents.

BECO becomes member of EY in 2013Introduction of notification tool in 2014

Introduction of PAP list in order to simplify the Handling of raised issues during audits andManagement reviews in 2013

KDE Group independent from KDCfrom FY-2015

This manual will make ISO-14001 much easier.

Over the past years the EMS has been changed in several ways.

In 2007 we did start with ISO-14001

In 2011 SharePoint has been introduced as tool to digitalize our procedures, instructions and forms as well as the records of evidence.

In 2013 BECO became member of Ernst & YoungIn 2014 the notification tool in aspect manager was introduced.

In 2013 we did introduce the PAP list after a presentation was given by Daniela in the 2013 Seminar

Last year it was announced by Okuda san that the KDE Group should operate independent from KDC HQ regarding ISO-14001.

2015 again will be a year of changes.

Before I continue my presentation, I like to play a small game with you.


1:Make couples.2:stand in front of each other and look at each other for 30 seconds.3:No turn around and change 3 things to yourself.4:Turn around again and see if you can tell whatchanges are made.5:Turn around again and make again 3 changes.6:Now look again to each other and check if younotice the changes made.

Dont be afraid of changes14/08/2013Presentation title4


1:Who has noticed the changes in the firstround?2:Who noticed the changes in the second round?3:Who did reverse his/ her changes from thefirst round in the second round?4:Who asked for help from someone else to makechanges (borough glasses, watch, tie, make-up)

It is difficult to make changes and to change habitsAlso it is difficult to step out of a comfort zone.

Dont be afraid of changes14/08/2013Presentation title5


What will change in FY-1614/08/2013Presentation title6

European toner take back system

Implementation of European toner take back system.

This will be a first step to get our company back on track as a company who is carrying about environment as finally a European toner take back system will be in place.Organizing this toner tack back system will also have several consequences for the KDE Corporate Environmental Department.Later in this Seminar I will inform you all more in detail what these consequences will be.Also later today representatives of the selected logistics provider, will present themselves.

Implementation of ISO-26000

This is a very large project which we need to implement in the coming year with a European CSR report at the beginning of the next financial year.A large portion of ISO-26000 is related to environmental activities.For this reason also your contribution for this project will be required.We will also see that the new ISO-14001:2015 standard will have extended links towards Corporate Social Responsibility.However, we should stay aware that ISO-14001 will stay an autonomous certified standard.ISO-26000 which is the standard for CSR is not an certified standard.

ISO-14001:2015This is the main project for the EMS Control tower in the coming 2 years. (Depending on the date of release of the final version and the implementation time given to companies who are already ISO-14001:2014 certified.)Based on the currently available information we strive to do recertification in March FY-16 based on the old standard ISO-14001:2004.In March 2017 we like to do another recertification based on the new standard.If we will do this in the same way as the first time, were the KDE HQ was certified first and the sales companies one year later, we do not know yet.Again this also means additional efforts from your side in the coming years as documentation need to be updated, new documentation might be added and some old documentation might be removed.The first start is made by making an inventory of the current document system and compare these with the requirements of the new system.This is causing changes in documentation numbering in order to get these aligned with the new chapter structure of the new standard.

We will get more information on this later from BSI United Kingdom in this Seminar.


Control tower14/08/2013Presentation title7

Task of control tower.The control tower should work on strategic level and not be working on operational level all the time.For FY-16, my main tasks will be preparation for implementation of the new iSO-14001:2015 standard, intermediary between SCs and LPR, provide data in regards to CSR to the CSR team.For all these issues also additional support from your side is required.The task of an EMS manager will become more and more a task of controlling and dividing the related tasks within the sales companies.You will operate on operational level, but you do not need to do all tasks by yourself.Also the General manager will have a big task in this as well as other persons within your organization.

This also means that I as EMS Control tower will delegate some of my tasks including some of the internal audits.We will assure that the costs for the sales companies for these audits will not go above the pre-set budget.Also we will try as much as possible to do the audits on the agreed dates.When this is not possible, I will do the audit myself on the agreed day.Also some of the audits I will still do by myself.


WhyHowWhomControl / coordinationSupportTime

Implementation of European Toner Collection System.


Why:The toner collection project was initiated on four pillars:A:Reduction of consumable salesB:Not able to reach the toner collection quantities aimed for in 2012.C:increase of market share of 3rd party toners and illegal toners (counterfeit)D:New requirements in European legislation.

How:The past year a project team at KDE HQ have searched for a reliable partner to hand over the logistics requirements for toner collection throughout Europe.After the first selection round 3 possible partners were chosen for a second round.LPR, Cycleon CtL and LGIAfter we looked at the second bid and after some additional requests from our side finally it was decided to continue with a partner who already knows our toner collection businessThis partner already handled toner collection for KDDE, KDBE, KDNL and since last year as daughter company was handling the toner collection in Switzerland as well.

WhomThis partner is LPR and later in the Seminar program, they will present themselves. (tentative)The main reason why we chosen this partner is that they already know our business and that they are very flexible to search for optimal solutions for toner take back in each EU country.

At first we will start with toner collection in all countries within EU where sales companies are located including the top 5 KDIS countries within EU were distributors are active.These 5 countries will be: Poland, Hungary, Romania, Czech Republic and Slovakia.

Control / Coordination:For the toner take back program the corporate environmental department at KDE HQ will be largely involved as intermediary between the sales companies (EMS managers) /Distributors and LPR.Support:In order to get this implementation run smoothly, full cooperation and support is required from all SCs.For this project you as EMS Manager can be our main contact person, but if someone else within your organization will be the contact person for this project, please let us know.

Time:The time that will be taken to get the implementation of the toner take back program finalized is one year.By April 2016 the toner take back program should run in all for mentioned locations.


WhyKyocera Group CSR Guidelines Kyocera Group establishes the Kyocera Group CSR Guidelines, our standards of corporate conduct, and will act towards the creation of a sustainable society. http://global.kyocera.com/ecology/csr.html

HowWhom



1:Why: This project is initiated from a requirement from the Kyocera Corporation in line with the Kyocera Group CSR Guidelines.The CSR guidelines will be

2:How:Luckily KC as KDC as KDE as well as our Sales Companies already have done several things in relation to CSR.KDNL already has implemented CSR (MVO ladder) in their organization based on the ISO-26000 principles and this year they presented their first CSR report based on he GRIguidelines.We will come back to these principles and GRI guidelines later in the Seminar.

3:WhomA special team will be formed at KDE HQ.Ms. Tracey Rawling Church (who could not be present at this seminar as she is shooting Orang Utans in Borneo (with a camera)) and which most of you met during ourSeminar last year will contribute to this team.The actual team is not yet complete, but you will be informed when the team is formatted.Regarding environmental issues, team members might ask your assistance to provide necessary data.

4:SupportFrom my side I will support the team and will supply information from environmental perspective when required.Most likely, I will need your cooperation in this project as well.

5:TimeAt the end of this financial year we need to prepare a complete European CSR report.For this especially your cooperation is required.14/08/2013Presentation title9



WhyKyocera Group CSR Guidelines Kyocera Group establishes the Kyocera Group CSR Guidelines, our standards of corporate conduct, and will act towards the creation of a sustainable society. http://global.kyocera.com/ecology/csr.html

HowWhomSupportTime



1:Why: This project is initiated from a requirement from the Kyocera Corporation.

2:How:Luckily KC as KDC as KDE as well as our Sales Companies already have done several things in relation to CSR.KDNL already has implemented CSR (MVO ladder) in their organization based on the ISO-26000 principles and this year they presented their first CSR report based on he GRIguidelines.We will come back to these principles and GRI guidelines later in the Seminar.

3:WhomA special team will be formed at KDE HQ.Ms. Tracey Rawling Church (who could not be present at this seminar as she is shooting Orang Utans in Borneo (with a camera)) and which most of you met during ourSeminar last year will contribute to this team.The actual team is not yet complete, but you will be informed when the team is formatted.Regarding environmental issues, team members might ask your assistance to provide necessary data.

4:SupportFrom my side I will support the team and will supply information from environmental perspective when required.Most likely, I will need your cooperation in this project as well.

5:TimeAt the end of this financial year we need to prepare a complete European CSR report.For this especially your cooperation is required.14/08/2013Presentation title11

WhyHow

ISO-14001:201514/08/2013Presentation title12

1: WHYThere are 3 pillars to change the current ISO-14001 standard:A: The current standard is already 11 years old.B: There was a need to link management systems together which is why the (High Level Structure) HLS is developed.C: Organizations need new impulses to be able to achieve continuous improvement.

2: HOWOver the past year the HLS has been developed which will be the overall structure for the most common management systems used world wide:ISO-9001 (Quality), ISO-14001 (Environment) and the new standard ISO-45001 (formerly known as OHSAS-18001) (Health and safety)The most important changes are related to 1:Context of the organization (Chapter 4)2:involvement and additional responsibilities and accountabilities of top management. (Chapter 5)3:Planning (methodology for defining risks and changes)Secondly the life cycle assessment will be a crucial part of the ISO-14001:2015The communication plan can be used as a guideline to explore the new scope of our system.The way of handling audit findings will change and therefore there will be changes made in the current PAP list.We will start setting out surveys within the organization:What we need to know is: (next slide)

3: WHOMAll of you in cooperation with the EMS Control tower.As mentioned before, this is one of the KPIs of the KDE EMS Control tower to get the new standard implemented and certified for the entire KDE Group by April 2017 (depending on thefinal release of the new standard)After the coffee break we go into details more deeply.

4 Control My idea is to implement the system Top-Down:A:First the Level 1 manual of the control tower need to be revised based on the new requirements.B:Than the template for the level 2 manual for the sales companies need to be prepared and shared with the local EMS managers, so they can upgrade their localmanuals.C:Renumbering of the existing procedures, instructions and forms in line with the new chapter definitions.D:Update of existing proceduresE:Check if procedures are no longer required and if new procedures should be added.F:Update of existing instructionsG:Check if instructions are no longer required and if new instructions should be added.H:Update of existing formsI:Check if forms are no longer required and if new forms should be added.J:Internal audits FY-17 based on new standardK:December 2016 March 2017 External audits based on new standard.

5: SupportOff cause your support and full cooperation is required in order to get everything ready before the end of FY-17.Especially handling the findings of last year and coming year should take place within reasonable timeframe.Basically this means that all issues found during compliance audits and Internal audits should be solved before the management review will take place.Also issues from earlier audits should be solved at that time.

6: TimeAt the end of 2016 I like to be able to inform that all issues from the FY-16 audits are solved and that we have no issues open any more.This way we will be able to focus on the new standard at the start of FY-17 for all sales companies.In order to achieve this, additional; efforts from your side will be required.


High Level Structure (HLS)14/08/2013ISO-14001:2015 and HLS13

For InstanceQuality managementEnvironmental managementHealth and safety managementFor instanceRisk managementCSRCompliancy managementFor instanceCarsMedical equipmentFood safetyFor instanceAuditingDocumentationGeneric standardsGeneric guidelinesSector standardsSpecific guidelines

Key elements and Requirements of the Integrated Management System


Life Cycle Assessment14/08/2013ISO-14001:2015 and HLS14

http://www.ecoleaf-jemai.jp/eng/label.html


WhyHow

WhomControl / coordinationSupportTimeISO-14001:201514/08/2013Presentation title15

1: WHYThere are 3 pillars to change the current ISO-14001 standard:A: The current standard is already 11 years old.B: There was a need to link management systems together which is why the (High Level Structure) HLS is developed.C: Organizations need new impulses to be able to achieve continuous improvement.

2: HOWOver the past year the HLS has been developed which will be the overall structure for the most common management systems used world wide:ISO-9001 (Quality), ISO-14001 (Environment) and the new standard ISO-45001 (formerly known as OHSAS-18001) (Health and safety)The most important changes are related to 1:Context of the organization (Chapter 4)2:involvement and additional responsibilities and accountabilities of top management. (Chapter 5)3:Planning (methodology for defining risks and changes)Secondly the life cycle assessment will be a crucial part of the ISO-14001:2015The communication plan can be used as a guideline to explore the new scope of our system.The way of handling audit findings will change and therefore there will be changes made in the current PAP list.We will start setting out surveys within the organization:What we need to know is: (next slide)

3: WHOMAll of you in cooperation with the EMS Control tower.As mentioned before, this is one of the KPIs of the KDE EMS Control tower to get the new standard implemented and certified for the entire KDE Group by April 2017 (depending on thefinal release of the new standard)After the coffee break we go into details more deeply.

4 Control My idea is to implement the system Top-Down:A:First the Level 1 manual of the control tower need to be revised based on the new requirements.B:Than the template for the level 2 manual for the sales companies need to be prepared and shared with the local EMS managers, so they can upgrade their localmanuals.C:Renumbering of the existing procedures, instructions and forms in line with the new chapter definitions.D:Update of existing proceduresE:Check if procedures are no longer required and if new procedures should be added.F:Update of existing instructionsG:Check if instructions are no longer required and if new instructions should be added.H:Update of existing formsI:Check if forms are no longer required and if new forms should be added.J:Internal audits FY-17 based on new standardK:December 2016 March 2017 External audits based on new standard.

5: SupportOff cause your support and full cooperation is required in order to get everything ready before the end of FY-17.Especially handling the findings of last year and coming year should take place within reasonable timeframe.Basically this means that all issues found during compliance audits and Internal audits should be solved before the management review will take place.Also issues from earlier audits should be solved at that time.

6: TimeAt the end of 2016 I like to be able to inform that all issues from the FY-16 audits are solved and that we have no issues open any more.This way we will be able to focus on the new standard at the start of FY-17 for all sales companies.In order to achieve this, additional; efforts from your side will be required.


What is the Context of the organization?What are our interested parties (Stakeholders)?What are the boundaries and applicability of the EMS system? (Internal and external)What activities, products and services shall be included in the scope?

What we need to know?14/08/2013Presentation title16


What is a value chain?A value chain rather than a supply chain is looking at any parties that gain valuefrom a companys activities. This is sometimes described as upstream anddownstream activities i.e:Value chain14/08/2013ISO-14001:2015 and HLS17

A supply chain is only looking at the upstream side of a value chain.A value chain is looking at: Where are your goods being supplied from, The organizations processes How can these processes affect your customer How can these processes affect you.


Upstream: KDC, suppliers, trainers, 3rd parties defined as the supply chain Our Organization Our processes, PolicyAspects, Objectives, Targets, Manuals, Procedures, Instructions, FormsDownstream Customers (Dealers End users), Waste handlers, Brokers; Their processes, do they recycle? Added value for the company.Value chain14/08/2013ISO-14001:2015 and HLS18

Part of the standard requires that:You monitor these aspects whist creating objectives to be able to measure them, ensuring that you are compliant as an organization.Conduct internal auditing to ensure that you have the correct information from third parties and that your processes are up to dateOutcomes are then discussed at management review meetings.

The new version standard is aiming to create a joined up approach by underpinning ALL business objectives with environmental management objectives therefore any decision made within the business has taken the environmental impacts into consideration. In addition companies will be required to evaluate opportunities that are available to them, not just to tackle the immediate risks / aspects and impacts.It is believed that all future ISO management standards will operate to a similar high level structure, to allow the management systems to be fully integrated into the business operations, and not to sit separately.


Major changes14/08/2013Presentation title19

Annex SL is basically the new paragraph setup of the ISO-14001:2015 based on the High Level Structure. Paragraph 1 Scope till 10.2 Continual improvement.


Annex SL14/08/2013Presentation title20

Annex SL is basically the new paragraph setup of the ISO-14001:2015 based on the High Level Structure. Paragraph 1 Scope till 10.2 Continual improvement.


Thanks for your attention14/08/2013Presentation title21

2013 KYOCERA Document Solutionshttp://www.kyoceradocumentsolutions.euAll rights reserved.


